Part #$1$ Function Room Agenda

Create a function room agenda for the conference with the information provided below. The function room agenda is a grid with columns and rows listing the dates and times in order sequence outlining the detailed event room spaces and times booked for the conference. See ppt for examples.

$$Function Room Agenda$-$ A detailed list of events for the meeting, outlining specific: start and finish time of every function, day and date of function, type of function, function room name, function room setup, estimated attendance and capacity. Some of the information you need is listed below in part #$3$ of the assignment.

Remember that the days, dates and number of guests have already been established in parts $1$ and $2$ of the conference plan. Use the names of meetings rooms within your hotel or if they don$$t have one that is suitable to what you need, then create on your own names and embellish the capacity of the room if necessary. I will not cross$-$reference the hotel information. Create reasonable start and finish times for each event.

Here$$s the Information:

Day $1$ main arrival for group

Registration Desk

Welcome Reception

Day $2$

Breakfast

Plenary Meeting

Morning energy break

Lunch

Team Building Activity

Evening on own

Day $3$

Breakfast

Guest Speaker

Morning energy break

Reflection meeting

Lunch

Breakout Meetings x $3$ and $50$ guests per group

Celebration Final Evening Gala

Reception in the ballroom foyer

Dinner in Ballroom

Entertainment in Ballroom

Day $4$

Breakfast

Wrap up meeting

Registration Desk set for the main hours of departure

Part #$2$ Hire a Guest Speaker, Book a Team Building Activity and

Hire Entertainment and Create a Theme for the Gala Dinner

Guest Speaker

$-$ Hire a professional Guest Speaker who will deliver a presentation to all delegates. Make sure the speaker is relevant to the meeting purpose and best suited for the audience.

$-$ Describe what topic$/$idea$/$subjects that the guest speaker will discuss$/$present to the group

$-$ Make note of what costs you will cover for the Guest Speaker assuming they will spend the night and be traveling by air to attend your conference. $($approximate is fine$)$

$-$ The guest speaker should not be someone who works for the company

$-$ Use heading: Guest Speaker

Team Building

$-$ Hire a company to facilitate a team$-$building activity for the group. If $100$ guests is too large for what you$$d like to book, then it$$s ok to divide into smaller groups

$-$ All delegates will participate in the same team building challenge

$-$ Should be a minimum of $90$ minutes

$-$ Describe the activity in detail and make sure that it$$s suited for the group and relevant to the purpose of the meeting. Validate your decisions.

$-$ Book something that can take place at the hotel so the guests do not have to travel, determine the best meeting room for the activity and how it should be set$-$up to compliment the activity

$-$ Use heading: Teambuilding Activity

Entertainment and Theme

$-$ Create and describe a theme for the final evening celebration

$-$ Describe what the group should expect to see and experience in terms of d$$cor and enhancements in the ballroom and foyer, the theme should relate to the purpose of the conference

$-$ Hire a company that can present a form of entertainment for the group after dinner. Timing is approximately $9$:$30$pm to midnight. Make sure it is relevant to the theme and appropriate for the audience. Explain why you made the choice. Entertainment should take place in the ballroom after dinner, make sure that the space is appropriate. Guests should be entertained and keep in mind that the guests will be dressed up and just finished a wonderful dinner

$-$ Use heading: Entertainment and Theme

Part #$3$ Create BEO$$s for the following functions:

Include all relevant details including pricing, it should seem reasonable. You can use the group menus from your conference hotel as a guideline. Within the group, one of the VIP guests is allergic to peanuts and one of the meeting planners is vegetarian, there are $2$ other gluten free guests. Create BEO$$s $(3$ x $)$ for the listed functions below:

Day $1-$ Welcome Reception $6$:$00$pm $9$:$00$pm

$-$ Beverages: bar with a variety of drinks including one specialty cocktail $($host bar, note pricing$)$

$-$ Food: Passed canapes, stationary food items, a few desserts

o Note prices of the food

$-$ Dietary Restrictions: $1$ vegetarian, $1$ allergy to peanuts and $2$ x gluten free

$-$ Set up: make notes about the appropriate set up and include: a few d$$cor items, and a$/$v

$-$ Billing: make notes

$-$ Special Notes: A welcome speech will be addressed by the president of the company at $7$:$00$pm for approximately $10$ minutes $($hint: add some details and a$/$v$)$

Day $2$ Deluxe Continental Breakfast Buffet $8$:$00$am to $9$:$00$am

$-$ Set in foyer outside of function room where plenary session takes place

$-$ Food: deluxe continental breakfast

$-$ Beverages: